INSTRUCTIONS FOR TRAVEL 1. Each state employee claiming travel expense reimbursement shall submit only one claim for each calendar month, except if an individual incurs $100 or more of travel in the first half of the month, two claims may be made for that month. Submit original form to the business office. General and Appropriation funds may be paid on the same form. Required receipts must be attached. 2. Information on vouchers should be typewritten. 3. Receipts are required for each expenditure for commercial transportation except taxi fare of $10.00 or less. Receipts are required for each miscellaneous expenditure exceeding $2.00. List taxi, bus, etc., under miscellaneous in column 5. 4. Al receipts for lodging must be original receipts. Credit card charges for lodging cannot be submitted for receipts. 5. Purpose of travel and other explanation of expenses shall be entered in the space provided for this purpose. 6. Total dollar amounts itemized in columns 2 through 9 less non-reimbursable amounts must be entered in the spaces provided to arrive at “Net Expense Reimbursement.” 7. Account code 521035—Meal reimbursements that do not involve “overnight lodging” are reported as taxable gross income on the employee’s W-2 and are subject to withholding and employment taxes. Any in-state meal reimbursements with a lodging receipt for the trip are included under Account code 521020. IN-STATE TRAVEL 1. Personal vehicle mileage is 30 cents per mile. 2. Maximum daily reimbursement for meals and lodging is as follows. Employees must be away from normal place of employment a minimum of four hours to receive any reimbursement. Departure and return times must be listed. 1st quarter 6:00 a.m. to 12:00 noon—Breakfast………………………...$5.00 2nd quarter 12:00 noon to 6:00 p.m.—Lunch……………………………$7.50 3rd quarter 6:00 p.m. to 12:00 midnight—Dinner ……………………..$12.50 4th quarter 12:00 midnight to 6:00 a.m. (MAXIMUM)—Lodging……$55.00 plus tax Receipts are not reqruied for meals. Original lodging receipts are required. All lodging reimbursed at actual cost up to the maximum plus any additional applicable state or local taxes on lodging. OUT-OF-STATE TRAVEL 1. Maximum personal vehicle reimbursement for travel by one state employee is 18 cents per mile, except when no point of travel exceeds 150 miles from the border of this state 30 cents per miles is allowed. 2. Standard allowance for meals varies per location. Actual receipted lodging expenses will be reimbursed. Standard daily reimbursement for meals is $39.00 per day unless listed in the U.S. cities and foreign travel section 172. 3. Consult the business office for exceptions on per diem rates for certain U.S. cities and foreign travel section 172. 4. Each travel voucher with out-of-state travel must be accompanied by an Out-of-State Authorization approved by the Dean’s Office.
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